Billing Run Checklist

Modified on Fri, 27 Jan 2023 at 04:04 PM

Below is a checklist of things it is good to check over each time you do a billing run (sending out invoices to your customers). If you click on the text in blue below, it will take you to the article on how to do that action if you need further help.

1. Make sure you have entered your Do not bill periods.

Do Not Bill periods block out dates so customers will not be billed (e.g. if you do not operate regular classes during school holidays).

2. Make sure you have entered your Public Holidays.

If you do not operate on Public Holidays and do not want customers to be billed for them, include Public Holidays in your configuration.

3. Are you changing your pricing?

If you are changing you pricing for your next billing cycle, update your price levels before you do your billing run, otherwise customers will be billed at the current amount. To change the prices you will need to go to "Configuration" then "Price level". If you are using the Pricing Matrix, make sure you also update this to correspond with you price increases.

4. Now it is time to Generate your Invoices

Commonly referred to as a "Billing Run". You do this by going to your Administration tab, and clicking on "Auto Generate Lesson Invoices".

5. Check the financial information is correct.

After you have generated your invoices but before you send them out with statements, it is best to check a few families to make sure everything looks correct with their billing, and that the information on your statement is up to date. Check a few "tricky" families. Click on a Statement to make sure everything is displaying correctly.

If you want to, you can also check the amounts in Outstanding Fees (on the Administration tab) and scan through to make sure there are no abnormal amounts. Anything that you are uncertain about you can click onto the family and check their financials for details. This step is not necessary but is just an extra check in place if you want to take it.

6. Check your Statement E-mail before sending. 

This is found on your Configuration tab, and then "E-Mail / SMS Templates" (under the Communication Preferences heading on the right hand side). The Statement E-Mail should be at the very bottom. Click on the yellow folder to view and edit the text if needed (perhaps you changed the text for your last billing run and you have "Merry Christmas" or something specific to a term in there that needs to be removed for the current billing run). If you have a receipt message you need to change, you can do this on your Configuration tab under "Receipt Messages".

7. Send Statements

If all is correct, you can now go to your Administration tab and click on "Send Bulk Statements by E-Mail" to send out your statements to all families.

Please Note: If you are doing your billing run for the first time, prior to sending statements please check your statements to ensure all your information is correct e.g. trading name, address, telephone number, ABN, logo, pay in person statement text, bank account details and logo. These can all be added or updated under the configuration tab

If you need any help or have any questions please do not hesitate to Contact Support.

Last updated 15th April 2021 by Jo Rogers

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